Code No. 102.E1

ANNUAL NOTICE OF NONDISCRIMINATION

The Edgewood-Colesburg High School offers career and technical programs in the following areas of study:

Agriculture, Food and Natural Resources

Applied Sciences, Technology, Engineering and Manufacturing

Business, Finance, Marketing and Management

Health Sciences

Human Services

It is the policy of the Edgewood-Colesburg Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact Karla Trenkamp, 403 W Union St. Edgewood; (563) 928-6412; ktrenkamp@edge-cole.k12.ia.us .   

Adopted:          11/19/2007

Revised:           09/11/2023

Reviewed:        09/11/2023

 

It is the policy of the Edgewood-Colesburg Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

(Title)	Karla Trenkamp, District Equity Coordinator
(where located)		Ed-Co Secondary, 403 West Union St., Edgewood, IA 52042
(telephone number)			Phone:  563-928-6412 E-mail:  ktrenkamp@edge-cole.k12.ia.us

 

 

Adopted:            11/19/2007
Revised:            09/11/2023
Reviewed:         09/11/2023

 

The Edgewood-Colesburg does not discriminate in its educational programs and activities on the basis of a student's disability. It has been determined that your child has a qualifying disability for which accommodations may need to be made to meet his or her individual needs as adequately as the needs of other students. As a parent, you have the right to the following:

• Participation of your child in school district programs and activities, including extracurricular programs and activities, to the maximum extent appropriate, free of discrimination based upon the student's disability and at the same level as students without disabilities;
• Receipt of free educational services to the extent they are provided students without disabilities:
• Receipt of information about your child and your child's educational programs and activities in your native language;
• Notice of identification of your child as having a qualifying disability for which accommodations may need to be made and notice prior to evaluation and placement of your child and right to periodically request a re-evaluation of your child;
• Inspect and review your child's educational records including a right to copy those records for a reasonable fee; you also have a right to ask the school district to amend your child's educational records if you feel the information in the records is misleading or inaccurate; should the school district refuse to amend the records, you have a right to a hearing and to place an explanatory letter in your child's file explaining why you feel the records are misleading or inaccurate; and
• Hearing before an impartial hearing officer if you disagree with your child's evaluation or placement; you have a right to counsel at the hearing and have the decision of the impartial hearing officer reviewed.

It is the policy of the Edgewood-Colesburg Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact:

 

(Title)	Karla Trenkamp, District Equity Coordinator
(where located)		Ed-Co Secondary, 403 West Union St., Edgewood, IA 52042
(telephone number)			Phone:  563-928-6412 E-mail:  ktrenkamp@edge-cole.k12.ia.us

 

 

Adopted:               11/19/2007
Revised:                09/11/2023
Reviewed:             09/11/2023

 

Date of complaint:	_____________________________________________________
Name of Complainant:	_____________________________________________________
Are you filling out this form for yourself or someone else (please identify the individual if you are submitting on behalf of someone else):	_____________________________________________________ _____________________________________________________
Who or what entity do you believe discriminated against, harassed, or bullied you (or someone else)?	_____________________________________________________
Date and place of alleged incident(s):	_____________________________________________________ _____________________________________________________ _____________________________________________________
Names of any witnesses (if any):	_____________________________________________________

 

Nature of discrimination, harassment, or bullying alleged (check all that apply):

	Age		Physical Attribute		Sex
	Disability		Physical/Mental Ability		Sexual Orientation
	Familial Status		Political Belief		Socio-economic Background
	Gender Identity		Political Party Preference		Other – Please Specify:
	Marital Status		Race/Color
	National Origin/Ethnic Background/Ancestry		Religion/Creed

 

In the space below, please describe what happened and why you believe that you or someone else has been discriminated against, harassed, or bullied. Please be as specific as possible and attach additional pages if necessary.

_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  ___________________________

 

 

Adopted:         11/19/2007
Revised:         01/09/2017
Reviewed:      02/20/2023

 

Name of Witness:	­­­­­­­­_____________________________________________________
Date of interview:	_____________________________________________________
Date of initial complaint:	_____________________________________________________
Name of Complainant (include whether the Complainant is a student or employee):	_____________________________________________________ _____________________________________________________
Date and place of alleged incident(s):	_____________________________________________________ _____________________________________________________ _____________________________________________________

Nature of discrimination, harassment, or bullying alleged (check all that apply):

	Age		Physical Attribute		Sex
	Disability		Physical/Mental Ability		Sexual Orientation
	Familial Status		Political Belief		Socio-economic Background
	Gender Identity		Political Party Preference		Other – Please Specify:
	Marital Status		Race/Color
	National Origin/Ethnic Background/Ancestry		Religion/Creed

 

Description of incident witnessed: _________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

 

Additional information: _________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  ______________________

 

 

Adopted:         11/19/2007
Revised:         01/09/2017
Reviewed:      02/20/2023

 

Date:	_____________________________________________________
Date of initial complaint:	_____________________________________________________
Name of Complainant (include whether the Complainant is a student or employee):	_____________________________________________________ _____________________________________________________
Date and place of alleged incident(s):	_____________________________________________________ _____________________________________________________ _____________________________________________________
Name of Respondent (include whether the Respondent is a student or employee):	_____________________________________________________ _____________________________________________________

Nature of discrimination, harassment, or bullying alleged (check all that apply):

	Age		Physical Attribute		Sex
	Disability		Physical/Mental Ability		Sexual Orientation
	Familial Status		Political Belief		Socio-economic Background
	Gender Identity		Political Party Preference		Other – Please Specify:
	Marital Status		Race/Color
	National Origin/Ethnic Background/Ancestry		Religion/Creed

 

 

Summary of Investigation: _______________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  _________________________

 

 

Adopted:          07/16/2007
Revised:           01/09/2017
Reviewed:        02/20/2023

 

It is the policy of the Edgewood-Colesburg Community School District not to discriminate on the basis of race, color, national origin, sex, disability, religion, creed, age (for employment), marital status (for programs), sexual orientation, gender identity and socioeconomic status (for programs) in its educational programs and its employment practices. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact Karla Trenkamp, 403 West Union St., Edgewood; (563) 928-6412; ktrenkamp@edge-cole.k12.ia.us .   

Students, parents of students, employees, and applicants for employment in the school district have the right to file a formal complaint alleging discrimination. The district has policies and procedures in place to identify and investigate complaints alleging discrimination. If appropriate, the district will take steps to prevent the recurrence of discrimination and to correct its discriminatory effects on the Complainant and others.

A Complainant may attempt to resolve the problem informally by discussing the matter with a building principal or a direct supervisor. However, the Complainant has the right to end the informal process at any time and pursue the formal grievance procedures outlined below. Use of the informal or formal grievance procedure is not a prerequisite to the pursuit of other remedies. Please note that informal processes and procedures are not to be used in certain circumstances (e.g., sexual harassment and sexual assault).

Filing a Complaint

A Complainant who wishes to avail himself/herself of this grievance procedure may do so by filing a complaint with the equity coordinator(s). An alternate will be designated in the event it is claimed that the equity coordinator or superintendent committed the alleged discrimination or some other conflict of interest exists. Complaints shall be filed within 180 days of the event giving rise to the complaint or from the date the Complainant could reasonably become aware of such occurrence. The Complainant will state the nature of the complaint and the remedy requested. The equity coordinator(s) shall assist the Complainant as needed.

Investigation

Within 15 working days, the equity coordinator will begin the investigation of the complaint or appoint a qualified person to undertake the investigation (hereinafter “equity coordinator”).  If the Complainant is under 18 years of age, the equity coordinator shall notify his or her parent(s)/guardian(s) that they may attend investigatory meetings in which the Complainant is involved. The complaint and identity of the Complainant, Respondent, or witnesses will only be disclosed as reasonably necessary in connection with the investigation or as required by law or policy. The investigation may include, but is not limited to the following:

• A request for the Complainant to provide a written statement regarding the nature of the complaint;
• A request for the individual named in the complaint to provide a written statement;
• A request for witnesses identified during the course of the investigation to provide a written statement;
• Interviews of the Complainant, Respondent, or witnesses;
• An opportunity to present witnesses or other relevant information; and
• Review and collection of documentation or information deemed relevant to the investigation.

 

Within 60 working days, the equity coordinator shall complete the investigation and issue a report with respect to the findings.

The equity coordinator shall notify the Complainant and Respondent of the decision within 5 working days of completing the written report. Notification shall be by U.S. mail, first class.

Decision and Appeal

The complaint is closed after the equity coordinator has issued the report, unless within 10 working days after receiving the decision, either party appeals the decision to the superintendent by making a written request detailing why he/she believes the decision should be reconsidered. The equity coordinator shall promptly forward all materials relative to the complaint and appeal to the superintendent. Within 30 working days, the superintendent shall affirm, reverse, amend the decision, or direct the equity coordinator to gather additional information. The superintendent shall notify the Complainant, Respondent, and the equity coordinator of the decision within 5 working days of the decision. Notification shall be by U.S. mail, first class.

The decision of the superintendent shall be final.

The decision of the superintendent in no way prejudices a party from seeking redress through state or federal agencies as provided by in law.

This policy and procedures are to be used for complaints of discrimination, in lieu of any other general complaint policies or procedures that may be available.

If any of the stated timeframes cannot be met by the district, the district will notify the parties and pursue completion as promptly as possible.

Retaliation against any person, because the person has filed a complaint or assisted or participated in an investigation, is prohibited. Persons found to have engaged in retaliation shall be subject to discipline by appropriate measures.

 

 

Adopted:                     11/19/2007
Revised:                      03/11/2024
Reviewed:                   03/11/2024

 

Edgewood-Colesburg will develop a process for long-range needs assessment including provisions for collecting, analyzing, and reporting assessment data on:

• Locally determined indicators;
• Locally established students learning goals;
• State indicators, and
• Other specific data required by State and Federal programs.

 

Adopted:         12/16/2002
Revised:          03/19/2012
Reviewed:       02/20/2023

 

 

 

 

Date:	_____________________________________________________
Date of initial complaint:	_____________________________________________________
Name of Complainant (include whether the Complainant is a student or employee):	_____________________________________________________ _____________________________________________________
Date and place of alleged incident(s):	_____________________________________________________ _____________________________________________________ _____________________________________________________
Name of Respondent (include whether the Respondent is a student or employee):	­­­­­­­­­­_____________________________________________________ _____________________________________________________

Nature of discrimination, harassment, or bullying alleged (check all that apply):

	Age		Physical Attribute		Sex
	Disability		Physical/Mental Ability		Sexual Orientation
	Familial Status		Political Belief		Socio-economic Background
	Gender Identity		Political Party Preference		Other – Please Specify:
	Marital Status		Race/Color
	National Origin/Ethnic Background/Ancestry		Religion/Creed

 

 

Summary of Investigation: ___________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________

 

I agree that all of the information on this form is accurate and true to the best of my knowledge.

Signature: _____________________________________            Date:  __________________________

 

 

Reviewed: 01/09/2017
Reviewed: 02/20/2023

 

The board will hold its organizational meeting annually at the first regular meeting following the canvass of votes.  Notice of the meeting’s place and time will be given by the board secretary to each member, member-elect and the public.

The purpose of the meeting is to transfer material and responsibility from the outgoing board to the new board.  At the meeting, the board will elect a president who will hold office for one year.  Once elected, the president will be entitled to vote on all matters before the board.

Meeting Procedure

The organizational meeting of the board will be held in two parts:  the final meeting of the outgoing board, and the organizational meeting of the new board.

1. Final Meeting of the Retiring Board
   
   • Call to Order.
   • Roll Call
   • Approval of minutes of previous meeting(s).
   • Communications.
   • Visitors
   • Unfinished Business
     
     1. Current claims and accounts (for the retiring board to authorize).
     2. Other items.  If any member of the board feels the board should consider any unfinished business, even if only to identify it as unfinished business, the member should address the issue at this time.
   • Review of election results.  The board secretary will present the county auditor’s official report on the latest elections.  Official results are recorded in the minutes.
   • Adjournment of the retiring board.

      
2. Organizational Meeting of the New Board

• Board Secretary, as president pro tem, will preside over the meeting until a new board president is elected.
• Call to Order.
• Roll Call
• Oath of office.  The board secretary will administer the oath to new members.
• Election of a president of the board.  The president pro tem calls for nominations.  Nominations need not be seconded.  The secretary will announce the result of the vote, and the secretary will administer the oath of office to the newly elected president and the newly elected president will assume the chair.
• Election of the vice-president.  The president of the board will call for nominations; the nominations need not be seconded.  The board will then vote on the nominations.  The president will announce the results and administer the oath of office to the vice-president.

Other items of business at the organizational meeting may include:

• Board resolution of appreciation recognizing the public service rendered by retiring board members.
• Determination of dates, times, and places for regular meetings of the board.
• Board resolution to define the operating rules and practices that will be followed by the new board.
• Board resolution to authorize the interim payment of bills pursuant to policy 705.5.
• Communications.
• Visitors.
• Superintendent’s report
• Adjournment.

Vacancies in Officer Positions

If any office of the board should become vacant between organizational meetings, such office will be filled by the remaining members of the board in accordance with this policy.

 

 

Legal Reference:  Iowa Code§§ 274.2; 275.23A; 277.23, .28, .31; 279.1, .5, .7, .8 (2011)
                                      281 I.A.C. 12.3(2).

Cross Reference:  202      Board of Directors Members
                                    206.1   President
                                      206.2    Vice-President
                                      210      Board of Directors’ Meetings

Adopted:         01/20/1983
Revised:          03/19/2012
Reviewed:       02/20/2023

 

Serving on the board of directors is an honor and privilege.  Its rewards are respect from the community, students, and employees and the satisfaction from knowing each board member willing to put forth the effort to care and to make a difference should consider running for a position on the board.

Individuals who are willing to serve on the board should believe public education is important, support the democratic process, willingly devote time and energy to board work, respect educators and have the ability to examine the facts and make a decision.  The board believes an individual considering a position on the school board should possess these characteristics.

Citizens wanting to run for a position on the board must be a citizen of the school district, an eligible elector of the district and free from a financial conflict of interest with the position.

 

Legal Reference:  Iowa Code§§ 63’ 68B; 277.4, .27; 279.7A (2011).

Cross Reference:  201      Board of Directors’ Elections
                                    202.4  Vacancies
                                      203      Board of Directors’ Conflict of Interest

Adopted:         01/20/1983
Revised:          06/17/2002
Reviewed:       02/20/2023

 

Board members are officials of the State.  As a public official, each board member must pledge to uphold the Iowa and the United States Constitution and carry out the responsibilities of the office to the best of the board member’s ability.

Each newly elected board member will take the oath of office prior to any action taken as a school official.  The oath of office is taken by each new board member elected at the annual school election at or before the organizational meeting of the board.  In the event of an appointment or special election to fill a vacancy, the new board member will take the oath of office within ten days of the appointment or election.

Board members elected to offices of the board will also take the same oath of office but replacing the office of board member with the title of the office to which they were elected.

The oath of office is administered by the board secretary and does not need to be given at a board meeting.  In the event the board secretary is absent, another board member administers the oath.

“Do you solemnly swear that you will support the Constitution of the United States and the Constitution of the State of Iowa, and that you will faithfully and impartially to the best of your ability discharge the duties of the office of ____________________(naming the office) in the Edgewood-Colesburg CSD as now and hereafter required by law?”

 

 

Legal Reference:  Iowa Code §§ 277.28; 279.1; .6 (2011).

Cross Reference:  200.1      Organization of the Board of Directors
                                      201       Board of Directors’ Elections’
                                      202       Board of Directors’ Members
                                      204       Code of Ethics
                                      206       Board of Directors’ Officers

Adopted:               01/20/1983
Revised:                06/17/2002
Reviewed:            02/20/2023

 

Board members elected for a full term at a regularly scheduled school election in November of odd-numbered years serve for four (4) years.  Board members appointed to fill a vacant position will serve until the next scheduled school election.  A board member elected to fill a vacancy will serve out the unexpired term.

Being a board member is a unique opportunity for a citizen to participate on a governing board of the school district.  Eligible board members are encouraged to consider running for more than one term.

 

 

Legal Reference:  Iowa Code §§ 69.12; 274.7; 279.6-.7 (2011).

Cross Reference:  201      Board of Directors’ Elections
                                      202      Board of Directors’ Members

Adopted:         01/20/1987
Revised:          03/11/2024
Reviewed:       03/11/2024

 

A vacancy occurs when a board member resigns, forfeits or otherwise leaves the office.  A vacancy also includes, but is not limited to, the following:  failure to be properly elected, failure to qualify within the time fixed by law, failure to reside in the school district or director district, a court order.

If a vacancy occurs prior to the expiration of a term of office, the vacancy will be filled by board appointment within thirty (30) days of the vacancy.  The newly appointed board member will hold the position until the next scheduled school election.

If the board is unable to fill a vacancy by appointment within thirty (30) days after the vacancy occurs, the board secretary will call a special election to be held no sooner than sixty (60) days and not later than seventy (70) days after the vacancy occurred.  A board member elected at the special election will serve the remaining portion of the un-expired term.

Legal Reference:  Good vs. Crouch, 397 N.W. 2d, 757 (Iowa 1989).
                                     Board of Directors of Grimes Independent School District vs. County Board of Public instruction of Polk Co., 257 Iowa 106, 131 N.W. 2d 802 (1965).
                                     910, 36 N.W. 2d 751 (1949).
                                     Iowa Code  §§ 21.6(3)(d); 69l 277.29-.30; 279.6,.7 (2011).
                                     1944 Op. Att’y Gen. 39.

Cross Reference:  201         Board of Directors’ Elections
                                      202       Board of Directors’ Members

Adopted:               01/20/1983
Revised:                03/19/2012
Reviewed:             02/20/2023

 

PRESIDENT

Code 206.1

It is the responsibility of the board president to lead a well-organized board in an efficient and effective manner.  The board president will set the tone of the board meetings and, as the representative of the consensus of the board, speak on behalf of the board to the public.

The president of the board is elected to serve a one-year term by a majority vote at the organizational meeting in odd-numbered years, or, in even-numbered years, at a regular meeting held between twelve to thirteen months  after the most recent organizational meeting.

The president, in addition to presiding at the board meetings, will take an active role in board decisions by discussing and voting on each motion before the board in the same manner as other board members.  However, before making or seconding a motion, the board president will turn over control of the meeting to either the vice-president or other board member.

The board president has the authority to call special meetings of the board.  Prior to board meetings, the board president will consult with the superintendent on the development of the agenda for the meeting.

The board president, as the chief officer of the school district, will sign employment contracts and sign contracts and school district warrants approve by the board and appear on behalf of the school corporation in causes of action involving the school district.

 

Legal Reference:         Iowa Code §§ 279.1 - .2; 291.1 (2011).

Cross References:       200.1   Organization of the Board of Directors

1. 2. Oath of Office

1. 2. Vice-President

 

Adopted:         01/20/1983

Revised:          12/19/2022

Reviewed:       12/19/2022

VICE - PRESIDENT

Code 206.2

The vice-president of the board is elected by a majority vote at the organizational meeting in odd-numbered years, or, in even-numbered years, at a regular meeting held between twelve to thirteen months after the most recent organizational meeting, to serve a one-year term of office.

If the board president is unable or unwilling to carry out the duties required, it is the responsibility of the Vice-President of the board to carry out the duties of the president.  If the president is unable or unwilling to complete the term of office, the vice-president will serve as president for the balance of the president’s term of office, and a new vice-president will be elected.

The vice-president will accept control of the meeting from the president when the president wishes to make or second a motion.  The vice-president will take an active role in board decisions by discussing and voting on matters before the board in the same manner as other board members.

Legal Reference:         Iowa Code §§ 279.5 (2011).

Cross References:       200.1   Organization of the Board of Directors

1. 2. Oath of Office

1. 1.    President

Adopted:         01/20/1983

Revised:          12/19/2022

Reviewed:       12/19/2022

 

A board secretary may be appointed from employees, other than a position requiring a teaching certificate, or from the public. To finalize the appointment, the board secretary will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter. It is the responsibility of the board to evaluate the board secretary annually.

It is the responsibility of the board secretary, as custodian of school district records, to preserve and maintain the records and documents pertaining to the business of the board; to keep complete minutes of special and regular board meetings, including closed sessions; to keep a record of the results of regular and special elections; to keep an accurate account of school funds; to sign warrants drawn on the school funds after board approval; and collect data on truant students. The board secretary will also be responsible for filing the required reports with the Iowa Department of Education.

In the event the board secretary is unable to fulfill the responsibilities set out by the board and the law, district administrative assistant will assume those duties until the board secretary is able to resume the responsibility or a new board secretary is appointed. The board secretary will give bond in an amount set by the board. The cost of the bond will be paid by the school district.

 

 

Legal Reference:  Iowa Code §§ 64; 279.3, .5, .7, .32, .33, .35; 291.2-.4, .6-.8, .10-.11; 299.10, (2013).
                                      281 I.A.C. 12.3(1).

Cross Reference:  202.2   Oath of Office
                                      206.4   Treasurer
                                      210.1    Annual Meeting
                                      215       Board of Directors' Records
                                      501.10  Truancy - Unexcused Absences
                                      707.1    Secretary's Reports
                                      708       Care, Maintenance and Disposal of School District Records

Adopted: 1/20/1983
Approved: 8/17/2015
Reviewed: 02/20/2023
Revised: 8/17/2015

 

It is the responsibility of the board to appoint a treasurer. The board may appoint a treasurer from its employees, other than a position requiring a teaching certificate, or from the public. To finalize the appointment, the treasurer will take the oath of office during the meeting at which the individual was appointed or no later than ten days thereafter.

It is the responsibility of the treasurer to oversee the investment portfolio, to receive funds of the school district, to pay out the funds for expenses approved by the board, to maintain accurate accounting records for each fund, to report monthly regarding the investment portfolio and the status of each fund and to file required reports with the appropriate state agencies and other entities. It will also be the responsibility of the treasurer to work with the secretary to coordinate the financial records, the financial reports, the cash flow needs and the investment portfolio of the school district.

If the treasurer is unable or unwilling to carry out the duties required, it is the responsibility of the secretary to carry out the duties of the treasurer.

The treasurer will give bond in an amount set by the board. The cost of the bond will be paid by the school district.

 

 

Legal Reference:  Iowa Code §§ 12B.10; 12C; 279.3, .31-.33; 291.2-.4, .8, .11-.14 (2013).
                                    281 I.A.C. 12.3(1).
                                    1978 Op. Att'y  Gen. 328. 

Cross Reference:  202.2   Oath of Office
                                    206.3   Secretary
                                    210.1   Annual Meeting
                                    215      Board of Directors' Records
                                   704.3   Investments
                                   707      Fiscal Reports

Approved: 8/17/2015
Reviewed: 02/20/2023
Revised: 8/17/2015

 

Ad Hoc Committee Purpose and Function

The specific purpose of each ad hoc committee varies.  Generally, the primary function of an ad hoc committee is to give specific advice and suggestions.  The advice and suggestions should focus on the purpose and duties stated in the board resolution establishing the committee.  It is the board’s role to take action based on information received from the ad hoc committee and other sources.  Ad hoc committees may be subject to the open meetings law.

Role of an Ad Hoc Committee Member

The primary role of an ad hoc committee member is to be a productive, positive member of the committee.  In doing so, it is important to listen to and respect the opinions of others.  When the ad hoc committee makes a recommendation to the board, it is important for the ad hoc committee members to support the majority decision of the ad hoc committee.  An ad hoc committee will function best when its members work within the committee framework and bring items of business to the ad hoc committee.

Ad Hoc Committee Membership

The board may appoint ad hoc committee members.  The board may request input from individuals or organizations, or it may seek volunteers to serve.  Only the board or superintendent has the authority to appoint members to an ad hoc committee.  Boards must follow the legal limitations or requirements regarding the membership of an ad hoc committee.

Adopted:         06/17/2002
Reviewed:       02/20/2023

DEVELOPMENT OF POLICY

Code No. 209.1

The board has jurisdiction to legislate policy for the school district with the force and effect of law.  Board policy provides the general direction as to what the board wishes to accomplish and why it wishes to accomplish it while allowing the superintendent to implement board policy.

The written policy statements contained in this manual provide guidelines and goals to the citizens, administration, employees and students in the school district community.  The policy statements are the basis for the formulation of regulations by the administration.  The board will determine the effectiveness of the policy statements by evaluating periodic reports from the administration.

A board member, administrator, employee, student or member of the school district community may propose policy statements.  Proposed policy statements or ideas will be submitted to the superintendent’s office for possible placement on the board agenda.  It is the responsibility of the superintendent to bring these proposals to the attention of the board.

 

 

Legal Reference:         Iowa Code §§ 274.1 - .2; 279.8; 280.12

                                    281 I.A.C. 12.3(2).

                                    1970 Op. Att’y Gen. 287.

Cross Reference:         101      Educational Philosophy of the School District

1.                           200.2   Powers of the Board of Director
2.                           200.3   Responsibilities of the Board of Directors

209      Board or Directors’ Management Procedures

 

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

ADOPTION OF POLICY

Code No. 209.2

The board will give notice of proposed policy changes or adoption of new policies by placing the item on the agenda of two regular board meetings.  The proposed policy changes will be distributed and public comment will be allowed at both meetings prior to final board action.  This notice procedure will be required except for emergency situations.  If the board adopts a policy in an emergency situation, a statement regarding the emergency and the need for immediate adoption of the policy will be included in the minutes.  The board will have complete discretion to determine what constitutes an emergency situation.

The final action taken to adopt the proposed policy will be approved by a simple majority vote of the board at the next regular meeting after the meeting allowing public discussion.  The policy will be effective on the later of the date of passage or the date stated in the motion.

In case of an emergency, a new or changed policy may be adopted by a majority vote of a quorum of the board.  The emergency policy will expire at the close of the third regular meeting following the emergency action, unless the policy adoption procedure stated above is followed and the policy is reaffirmed.

Legal Reference:         Iowa Code § 279.8 (2011)

                                    281 I.A.C. 12.3(2).

                                    1970 Op. Att’y Gen. 287.

Cross Reference:         200.2   Powers of the Board of Directors

                                   200.3   Responsibilities of the Board of Directors​​​​​​​

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

DISSEMINATION OF POLICY

Code No. 209.3

The board policy manual is available electronically. Persons unable to access the policy manual electronically should contact the board secretary for assistance.

 

Legal Reference: Iowa Code §§ 277.31; 279.8 (2011)

281 I.A.C. 12.3(2).

 

Cross Reference: 200.3 Responsibilities of the Board of Directors

 

Adopted: 06/17/2002

Reviewed: 03/11/2024

Revised: 03/11/2024

 

SUSPENSION OF POLICY

Code No. 209.4

Generally, the board will follow board policy and enforce it equitably.  The board, and only the board, may, in extreme emergencies of a very unique nature, suspend policy.  It is within the discretion of the board to determine when an extreme emergency of a very unique nature exists.  Reasons for suspension of board policy will be documented in board minutes.

Legal Reference:         Iowa Code § 279.8 (2011)

                                    281 I.A.C. 12.3(2).

Cross Reference:         200.3   Responsibilities of the Board of Directors

 

Adopted:         06/17/2002

Reviewed:       03/20/2023

 

ADMINISTRATION IN THE ABSENCE OF POLICY

Code No. 209.5

When there is no board policy in existence to provide guidance on a matter, the superintendent is authorized to act appropriately under the circumstances surrounding the situation keeping in mind the educational philosophy and financial condition of the school district.

It is the responsibility of the superintendent to inform the board of the situation and the action taken and to document the action taken.  If needed, the superintendent will draft a proposed policy for the board to consider.

Legal Reference:         Iowa Code § 279.8 (2011)

                                    281 I.A.C. 12.3(2).             

Cross Reference:         200.3   Responsibilities of the Board of Directors

1.                           302.4  Superintendent Duties

 

Adopted:         06/17/2002

Reviewed:       03/20/2023

REVIEW AND REVISION OF POLICY

Code No. 209.6

The board shall, at least once every five years, review board policy.  Once the policy has been reviewed, even if no changes were made, a notation of the date of review is made on the face of the policy statement.

The board will review one-fifth of the policy manual annually.

It is the responsibility of the superintendent to keep the board informed as to legal changes at both the federal and state levels.  The superintendent will also be responsible for bringing proposed policy statement revisions to the board’s attention.

If a policy is revised because of a legal change over which the board has no control or a change, which is minor, the policy may be approved at one meeting at the discretion of the board.

 

Legal Reference:         Iowa Code § 279.8 (2011).

                                    281 I.A.C. 12.3(2).                                                         

Cross Reference:         200.3   Responsibilities of the Board of Directors

 

Adopted:         06/17/2002

Reviewed:       03/20/2023

REVIEW OF ADMINISTRATIVE REGULATIONS

Code No. 209.7

Board policy sets the direction for the administration of the education program and school district operations.  Some policies require administrative regulations for implementation.

It is the responsibility of the superintendent to develop administrative regulations to implement the board policies.  The regulations, including handbooks, will be approved by the board prior to their use in the school district.

The administrative regulations will be available no later than the first regular board meeting after the adoption of the board policy unless the board directs otherwise.

Legal Reference:         Iowa Code § 279.8, .20 (2011)

Cross Reference:         200.3   Responsibilities of the Board of Directors

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

 

 

 

 

Adopted:         06/17/2002

Reviewed:       03/20/2023

ANNUAL MEETING

Code No. 210.1

Each year after August 31 and prior to the organizational meeting of the board in

odd-numbered years, the board will hold its annual meeting.

At the annual meeting, the board will examine the financial books and settle the secretary’s and treasurer’s statements for the fiscal year ending the preceding June 30.  As part of the annual reports, the treasurer will present affidavits from depository banks.

The board may also appoint the board’s legal counsel at the annual meeting.

 

Legal Reference:         Iowa Code §§ 279.1, .3, .33 (2011)

Cross Reference:         206.3   Secretary

                                   206.4  Treasurer

​​​​​​​                                   701.1   Depository of Funds

1.                           707.1  Secretary’s Reports
2.                            707.2   Treasurer’s Reports​​​​​​​

 

Adopted:         01/20/1983

Revised:          03/19/2012

Reviewed:       03/20/2023

REGULAR MEETING

Code No. 210.2

The board at its annual or organizational meeting will set the regular meeting time and date.  The regular meetings of the board will be held on the 2nd Monday of each month.

Meetings will begin promptly at 6:00 p.m.  The board will adhere to this meeting date unless the board requires additional meetings or, due to circumstances beyond the board’s control, the meeting cannot be held on the regular meeting will be given.

Meetings shall be held in the Board Room, Edgewood Center, unless otherwise designated by the Board.

March, September and December meetings will be held in Colesburg.

 

Legal Reference:         Iowa Code §§ 21.3, .4, 279.1

                                    1980 Io, Att’y Gen. 148

 

Cross Reference          200.1        Organization of the Board of Directors

200.1R1   Organizational Meeting Procedures

 

Adopted:         01/20/1983

Revised:          11/15/2020

Reviewed:       06/26/2023

SPECIAL MEETING

Code No. 210.3

It may be necessary for the board to conduct a special meeting in addition to the regularly scheduled board meeting.  Special meetings may be called by the president of the board or by the board secretary at the request of a majority of the board.  Should a special meeting be called, public notice will be given.

If the special meeting called is an emergency meeting and the board cannot give public notice in its usual manner, the board will give public notice of the meeting as soon as practical and possible in the light of the situation.  Emergency meetings will only be held when an issue cannot wait twenty-four hours necessary for a special meeting.  The reason for the emergency meeting and why notice in its usual manner could not be given will be stated in the minutes.

 

Only the purpose or issue for which the special meeting was called by be discussed and decided in the special meeting.  The board will strictly adhere to the agenda for the special meeting and action on other issues will be reserved for the next regular or special board meeting.

Legal Reference:         Iowa Code §§ 21.3, .4, 279.2, (2011)

                                    1980 Io, Att’y Gen. 148

 

Cross Reference          200.1        Organization of the Board of Directors

                                    200.1R1   Organizational Meeting Procedures

 

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

WORK SESSIONS

Code No. 210.4

The board, as a decision making body, is confronted with a continuing flow of problems, issues and needs which require action.  While the board is determined to expedite its business, it is also mindful of the importance of planning, brainstorming and thoughtful discussion without action.  Therefore, the board may schedule work sessions and retreats in order to provide its members and the administration with such opportunities.  The board has the authority to hire an outside facilitator to assist them in work sessions.

Topics for discussion and study will be announced publicly, and work sessions and retreats will be conducted in open session.  However, no board action will take place at the work session.

 

Legal Reference:         Iowa Code §§ 21, 279.8 (2011)

                                    1982 Op. Att’y Gen. 162.

                                    1980 Op, Att’y Gen. 167.

1976 Op. Att’y. Gen. 384, 514, 765.

1972 Op. Att’y Gen. 158.

1970 Op. Att’y. Gen. 287.

Cross Reference:

                                    211      Open Meetings

 

 

Adopted:         06/17/2002

Reviewed:       03/20/2023

MEETING NOTICE

Code No. 210.5

Public notice will be given for meetings and work sessions held by the board.  Public notice will indicate the time, place, date and tentative agenda of board meetings.  The public notice will be posted in a prominent place clearly designated for posting agendas in the central administration office, and on an exterior facing door/window so that community members may see the agenda when the building is physically closed. The agenda will be posted at least seven days before it is scheduled, but, at the minimum, twenty-four hours notice needs to be given.

A copy of the public notice will be provided to those who have filed a request for notice with the secretary.  These requests for notice must be in writing.  A copy of the public notice will also be accessible to employees and students.

In the case of special meetings, public notice will be given in the same manner as for a regular meeting unless it is an emergency meeting.  In that case, public notice of the meeting will be given as soon as practical and possible in the light of the situation.  The media and others who have requested notice will be notified of the emergency meeting.  Attendance at a special meeting or emergency meeting by the media or board members will constitute a waiver of notice.

It is the responsibility of the board secretary to give public notice of board meetings and work sessions.

 

Legal Reference:        Dobrovolny vs. Reinhardt, 173 N.W. 2d 837 (Iowa 1970).

                                    Iowa Code §§ 21.2 - .4; 279.1, .2.

Cross Reference:        210      Board of Director’s Meetings

                                    210.8   Board of Director’s Meeting Agenda

Adopted:         06/19/2023

Revised:         

Reviewed:      

QUORUM

Code No.  210.6

Action by the board regarding the affairs of the school district may be taken only when a quorum, a majority of the board members, is in attendance at the board meeting.

While board members are encouraged to attend board meetings, three (3) members will constitute a quorum and are a sufficient number to transact business of the school corporation.  The adjournment of a meeting may be executed without a quorum.

An affirmative vote of a majority of the votes cast is sufficient to pass a motion or take action unless law or board policy requires a vote of a greater number.

 

It is the responsibility of each board member to attend board meetings.

 

Legal Reference:          Iowa Code §§ 21.5(1); 279.4

 

Adopted:          01/20/1983

Revised:           03/19/2012

Reviewed:        03/20/2023

RULES OF ORDER

Code No.  210.7

An orderly board meeting allows the board members to participate in the discussion and decision process on an issue confronting the school district.  Rules of order for board meetings allow school district business and the relative information concerning the business to be brought to the attention of the board.  They also allow the board to discuss, act upon and make a clear record of school district business in a regular, ordered, reasonable and consistent manner.

The board will follow Robert's Rule of Order, Revised, latest edition as modified by this policy and subsequent rule.

The purpose of modified rules adopted by the board are:

·      To establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner;

·      To organize the meetings so all necessary matters can be brought to the board and decisions of the board can be made in an orderly and reasonable manner;

·      To ensure members of the board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to ensure adequate discussion of decisions to be made; and,

·      To ensure meetings and actions of the board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.

It is the responsibility of each board member to follow the rules of order stated in this policy at each meeting, and it is the responsibility of the presiding officer to conduct the board meeting within these rules.

 

Legal Reference:         Iowa Code §§ 21.2, .7; 279.8

 

Cross Reference:         210.8  Board Meeting Agenda

 

Adopted:         01/20/1983

Revised:          06/17/2002

Reviewed:       03/20/2023

BOARD MEETING AGENDA

Code No.  210.8

The tentative agenda for each board meeting will state the topics for discussion and action at the board meeting.  The agenda is part of the public notice of the board meeting and will be posted and distributed.

Persons requesting to place an item on the agenda must make a request to the superintendent prior to the drafting of the tentative agenda.  The person making the request must state the person's name, address, purpose of the presentation, action desired and pertinent background information.  Requests from the public may be added to the tentative agenda at the discretion of the superintendent after consultation with the board president.  Requests received after the deadline may only be added to the agenda for good cause.

The tentative agenda and supporting documents will be sent to the board members prior to the scheduled board meeting.  These documents are the private property of the board member.  Persons wishing to view the tentative agenda and supporting documents may do so at the central administration office.

The board will take action only on the items listed on the tentative agenda posted with the public notice.  Items added to the agenda may be discussed or taken under advisement by the board.  If an added item is acted upon, the minutes of the board meeting will state the reason justifying the immediate action.

It is the responsibility of the board president and superintendent to develop the agenda for each board meeting. Any board member may place an item on the next regular agenda with the consent of a majority of the board.  Board members wishing to do so should provide notice to the Superintendent and board president 5 days prior to the scheduled meeting.

 

Legal Reference:          Iowa Code §§ 21; 279.8.

                                    1980 Op. Att'y Gen. 269.

Cross Reference:          210.5   Meeting Notice

                                    201.7   Rules of Order

                                    211      Open Meetings

                                    213      Public Participation in Board Meetings

                                    213.1   Public Complaints

                                    215      Board of Directors' Records

                                    402.5   Public Complaints About Employees

                                    404.4   Employee Complaints

                                    502.4   Student Complaints and Grievances

 

Adopted:               01/20/1983

Revised:                11/15/2021

Reviewed:             03/20/2023

CONSENT AGENDA

Code No.  210.9

Very often the board must consider agenda items which are noncontroversial or similar in content.  Such agenda items might include ministerial tasks such as, but not limited to, the approval of the agenda, approval of previous minutes, approval of bills, approval of reports, etc.  These items might also include similar groups of decisions such as, but not limited to, approval of staff contracts, approval of maintenance details for the school buildings and grounds, open enrollment requests or approval of various schedules.

In order for a more efficient administration of board meetings, the board may elect to use a consent agenda for the passage of noncontroversial items or items of a similar nature.

The superintendent in consultation with the board president and board secretary shall place items on the consent agenda.  By using a consent agenda, the board has consented to the consideration of certain items as a group under one resolution.  Items may be removed from the consent agenda at the request of a board member.

Nothing in this policy is to be construed as an attempt to avoid full compliance with laws dealing with open meetings or public notice of the agenda and meeting.

Legal Reference:          Iowa Code §§ 21; 279.8.

Adopted:         04/17/2023

Revised:         

Reviewed:      

EXEMPT MEETINGS

Code No.  212.1

Board meetings at which a quorum is not present, or gatherings of the board for purely ministerial or social purposes when there is no discussion of policy or no intent to avoid the purposes of the open meetings law, are exempt from the open meetings law requirements.  Since gatherings of this type are exempt from the open meetings requirements, they can be held without public notice, be separate from an open meeting, be held without recording the gathering or taking minutes, and be held without a vote or motion.  The board may also hold an exempt session for the following reasons, or as may be otherwise authorized by law:

      1. Negotiating sessions, strategy meetings of public employers or employee organizations, mediation and the deliberative process of arbitration;

      2. to discuss strategy in matters relating to employment conditions of employees not covered by the collective bargaining law;

      3. to conduct a private hearing relating to the recommended termination of a teacher's contract.  The private hearing however, in the teacher's contract termination will be recorded verbatim by a court reporter; and

      4. to conduct a private hearing relating to the termination of a probationary administrator's contract or to review the proposed decision of the administrative law judge regarding the termination of an administrator's contract.

 

Legal Reference:          Iowa Code §§ 20.17; 21; 22.7; 279.15, .16.       

Cross Reference:          208      Ad Hoc Committees

                                    208.E1 Ad Hoc Committees-Exhibit

                                    211      Open Meetings

                                    212       Closed Sessions

 

 

Adopted: 11/15/2021 

Revised:         

Reviewed: 03/20/2023           

Code No.  213.1

PUBLIC COMPLAINTS

The board recognizes situations may arise in the operation of the school district which are of concern to parents and other members of the school district community. 

The board firmly believes concerns should be resolved at the lowest organizational level by those individuals closest to the concern.  Whenever a complaint or concern is brought to the attention of the board it will be referred to the administration to be resolved.  Prior to board action however, the following should be completed:

(a)  Matters should first be addressed to the teacher or employee.

(b)  Unsettled matters from (a) above or problems and questions about individual attendance centers should be addressed to the employee's building principal.

(c)  Unsettled matters from (b) above or problems and questions concerning the school district should be directed to the superintendent.

(d)  If a matter cannot be settled satisfactorily by the superintendent, it may then be brought to the board for consideration.  To bring a concern, the individual shall notify the board president or board secretary in writing, who may bring it to the attention of the entire board.

It is within the discretion of the board to address complaints from the members of the school district community, and the board will only consider whether to address complaints if they are in writing, signed, and the complainant has complied with this policy.  The board is not obligated to address a complaint and may defer to the decision of the superintendent.  If the board elects not to address a complaint, the decision of the superintendent shall be final.  If the board does elect to address a complaint, its decision shall be final.

Parents, guardians and community members of the district who have concerns about the district or the board may refer to the student handbook for additional guidance from the Iowa Department of Education.

 

Legal Reference:          Iowa Code § 279.8

Cross Reference:          210.8   Board Meeting Agenda

                                    213      Public Participation in Board Meetings

Reviewed: 03/20/2023

Revised: 12/19/2022

Since the official minutes of the board are the only legal record, it is important that they be recorded with extreme care and completeness.  The board secretary will follow the following guidelines in writing board minutes:

With respect to content, the minutes should show the following:

1.   The place, date, and time of each meeting.

2.   The type of meeting--regular, special, emergency, work session.

3.   Members present and members absent, by name.

4.   The call to order and adjournment.

5.   The departure of members by name before adjournment.

6.   The late arrival of members, by name.

7.   The time and place of the next meeting.

8.   Approval, or amendment and approval, of the minutes of the preceding meeting.

9.   Complete information as to each subject of the board's deliberation and the action taken.

10. The maker and seconder of the motion, what action was taken, and the vote on the motion detailed enough to attribute a vote to each member present.

11. Complete text of all board resolutions, numbered consecutively for each fiscal year.

12. A record of all contracts entered into, with the contract documents kept in a separate file.

13. A record of all change orders on construction contracts.

14. All employment changes, including resignations or terminations.

15. A record, by number, of the bills of account approved by the board for payment.

16. A record of all calls for bids, bids received, and action taken thereon.

17. Approval of all transfers of funds from one budgetary fund to another.

18. Important documents forming a part of a motion should be made a part of the minutes by exhibit and placed in the minute book along with the minutes.

19. Board policy and administrative guides should be made a part of the minutes by exhibit.

20. Adoption of textbooks and establishment of bus routes by the board for the school year as well as the school calendar should become a part of the minutes.

21. Approval or disapproval of open enrollment requests with justification for disapproval or approval after the deadline.

22. A record of all delegations appearing before the board and a record of all petitions.

23. At the annual meeting each year the record should indicate that the books of the treasurer and secretary and the Certified Annual Report have been examined and approved subject to audit.

24. The election or appointment of board officers.

25. The appointment of auditors to examine the books.

 

At the annual or organizational meeting in odd-numbered years, the minutes should reflect the following:

26. Appointment of a temporary chairperson if not specified in policy.

27. Oath of office administered to newly elected board members.

28. Nominations taken for the office of president and vice-president.

29. Election of the president and vice-president, the votes and the oath of office administered to the president and vice-president.

30. The resolution to pay bills when the board is not in session.

31. A resolution to automatically disburse payroll along with a roster of all employees under contract.

32. A resolution naming depositories along with the maximum deposit for each depository.

33. Resolution authorizing the use of a check protector and signer and the proper control of the signer.

34. Motion designating a member or a committee to examine the bills of account for a designated period of time on a rotation basis if desired for the balance of the school year.

 

 

Adopted:         01/20/1983
Revised:          06/17/2002
Reviewed:       04/19/2023

 

ASSOCIATION MEMBERSHIP

Code No. 216.1

Participation in board member associations are beneficial to the board.  The board will maintain an active membership in organizations the board determines will be of benefit to the board and the school district.

Legal Reference:         Iowa Code § 279.38).

Cross Reference:         216.2   Board of Directors' Member Development and Training

 

Adopted:     01/20/1983         

Revised:      06/17/2002

Reviewed:   03/20/2023

BOARD OF DIRECTORS' MEMBER DEVELOPMENT AND TRAINING

Code No. 216.2

High achieving school boards work as a team to create high expectations for all students.  Board learning is foundational to creating this solid governance structure focused on student learning for school boards. The board may participate in conferences sponsored by educational associations and agencies in addition to its own in-service programs and work sessions.

The board will work closely with the Iowa Association of School Boards' and encourage the board members to participate in qualifying learning opportunities to achieve the Annual Board Award.

Legal Reference:          Iowa Code §§ 279.8, .38

Cross Reference:        216.1   Association Membership

 

Adopted:         06/17/2002

Reviewed:       03/11/2024

Revised:         

BOARD OF DIRECTORS' MEMBER COMPENSATION AND EXPENSES

Code No. 216.3

As an elected public official, the board member is a public servant who serves without compensation.  Board members will be reimbursed for actual and necessary expenses incurred in the performance of their official duties.

Prior to reimbursement of actual and necessary expenses, the board member must submit a detailed receipt indicating the date, purpose and nature of the expense for each claim item.  Failure to provide a detailed receipt will make the expense non-reimbursable.  Personal expenses will be reimbursed by the board member to the school district no later than ten working days following the date of the expense.  In exceptional circumstances, the board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances will be maintained as part of the school district's record of the claim.

It is the responsibility of the board secretary to compile the expenses of board members and bring them to the board for audit and approval in the same manner as other claims of the school district.  It is the responsibility of the board to determine through the audit and approval process of the board whether the expenses incurred by a board member are actual and necessary expenses incurred in the performance of their official duties.

 

Legal Reference:         Iowa Code §§ 68B; 277.27; 279.7A, .8, .32

Cross Reference:         203      Board of Directors' Conflict of Interest

                                    401.7   Employee Travel Compensation

                                    401.10 Credit Cards

 

Adopted:         06/17/2002

Revised:          06/17/2002

Reviewed:       03/20/2023

 

MANAGEMENT

Code No.  301.1

The board and the administrators will work together in making decisions and setting goals for the school district.  This effort is designed to obtain, share, and use information to solve problems, make decisions, and formulate school district policies and regulations.

It is the responsibility of each administrator to fully participate in the management of the school district by investigating, analyzing, and expressing their views on issues.  Those board members or administrators with special expertise or knowledge of an issue may be called upon to provide information.  Each board member and administrator will support the decisions reached on the issues confronting the school district.

The board is responsible for making the final decision in matters pertaining to the school district.

It is the responsibility of the superintendent to develop guidelines for cooperative decision-making.

Legal Reference:         Iowa Code § 279.8

Adopted:         01/20/1983

Revised:          08/19/2002

Reviewed:       04/17/2023

 

SUPERINTENDENT QUALIFICATIONS, RECRUITMENT, APPOINTMENT

Code No.  302.1

The board will employ a superintendent to serve as the chief executive officer of the board, to conduct the daily operations of the school district, and to implement board policy with the power and duties prescribed by the board and the law.

The board will consider applicants that meet or exceed the standards set by the Iowa Department of Education and the qualifications established in the job description for the superintendent position.  In employing a superintendent, the board will consider the qualifications, credentials and records of the applicants without regard to race, color, religion, creed, sex, national origin, age, sexual orientation, gender identity or disability.  In keeping with the law, however, the board will consider the veteran status of the applicants.  The board will look closely at the training, experience, skill and demonstrated competence of qualified applicants in making its final decision.

In choosing a superintendent, the board will also consider the school district's educational philosophy, financial situation, organizational structure, education programs, and other factors deemed relevant by the board.

The board may contract for assistance in the search for a superintendent.

Legal Reference:         29 U.S.C. §§ 621-634 (2010).

                                    42 U.S.C. §§ 2000e et seq. (2010).

                                    Iowa Code §§ 21.5(1)(i); 35C; 216; 279.8, .20 (2011).

                                    281 I.A.C. 12.4(4).

Cross Reference:         200.2   Powers of the Board of Directors

                                    200.3   Responsibilities of the Board of Directors

Adopted:         06/16/1997

Revised:          08/19/2002

Reviewed:       04/17/2023

 

Code No.  302.2

SUPERINTENDENT CONTRACT AND CONTRACT NONRENEWAL

The length of the contract for employment between the superintendent and the board is determined by the board.  The contract will begin on July 1 and end on June 30.  The contract will state the terms of employment and shall not exceed three years.

The first three consecutive years of a contract issued to a newly employed superintendent is considered a probationary period.  The probationary period may be extended for an additional year upon the consent of the superintendent.  In the event of termination of a probationary or nonprobationary contract, the board will afford the superintendent appropriate due process, as required by law.  The superintendent and board may mutually agree to terminate the superintendent's contract at any time.

It is the responsibility of the board to provide the contract for the superintendent.  The board may issue a temporary and nonrenewable contract in accordance with law.

If the superintendent wishes to resign, to be released from a contract, or to retire, the superintendent must comply with applicable law and board policies.

Legal Reference:          Martin v. Waterloo Community School District, 518 N.W. 2d 381 (Iowa 1994).

                                    Cook v Plainfield Community School District, 301 N.W.2d 771 (Iowa App. 1980).

                                    Board of Education of Fort Madison Community School District v. Youel, 282 N.W.2d 677 (Iowa 1979).

                                    Briggs v Board of Directors of Hinton Community School District, 282 N.W.2d 740 (Iowa 1979).

                                    Luse v. Waco Community School District of Henry Co., 258 Iowa 1087, 141 N.W.2d 607 (1966).

       Iowa Code § 279. 281 I.A.C. 12.4.

Cross Reference:          302.8   Superintendent Consulting/Outside Employment

Adopted: 08/19/2002                           

Reviewed: 04/17/2023

SUPERINTENDENT SALARY AND OTHER COMPENSATION

Code No.  302.3

The board has complete discretion to set the salary of the superintendent.  It is the responsibility of the board to set the salary and benefits of the superintendent at a level that will include consideration of, but not be limited to, the economic condition of the school district and the training, experience, skill, and demonstrated competence of the superintendent.  The salary is set at the beginning of each contract term.

In addition to the salary and benefits, the superintendent's actual and necessary expenses are paid by the school district when the superintendent is performing work-related duties.  It is within the discretion of the board to pay dues to professional organizations for the superintendent.

The board may approve the payment of dues and other benefits or compensation over and above the superintendent's contract.  Approval of dues and other benefits or compensation will be included in the records of the board in accordance with board policy.

Legal Reference:         Iowa Code §§ 279.8, .20

Cross Reference:         302.7   Superintendent Civic Activities

Adopted:                     01/20/1983

Revised:                      08/19/2002

Reviewed:                   04/17/2023

SUPERINTENDENT DUTIES

Code No.  302.4

The board employs a superintendent of schools to serve as the chief executive officer of the board.  The board delegates to the superintendent the authority to implement board policy and to execute decisions made by the board concerning the internal operations of the school district, unless specifically stated otherwise.

The superintendent is responsible for the implementation and execution of board policy and the observance of board policy by employees and students.  The superintendent is responsible for overall supervision and discipline of employees and the education program.

In executing the above-stated duties, the superintendent will consider the financial situation of the school district as well as the needs of the students.  Specifically, the superintendent:

·      Interprets and implements all board policies and all state and federal laws relevant to education;

·      Supervises, either directly or through delegation, all activities of the school system according to, and consistent with, the policies of the board;

·      Represents the board as a liaison between the school district and the community;

·      Establishes and maintains a program of public relations to keep the public well-informed of the activities and needs of the school district, effecting a wholesome and cooperative working relationship between the school district and the community;

·      Attends and participates in all meetings of the board, except when the superintendent has been excused, and makes recommendations affecting the school district;

·      Reports to the board on such matters as deemed material to the understanding and proper management of the school district or as the board may request;

·      Assumes responsibility for the overall financial planning of the district and for the preparation of the annual budget, and submits it to the board for review and approval;

·      Establishes and maintains efficient procedures and effective controls for all expenditures of school district funds in accordance with the adopted budget, subject to the direction and approval of the board;

·      Files, or causes to be filed, all reports required by law;

·      Makes recommendations to the board for the selection of employees for the school district;

·      Makes and records assignments and transfers of all employees pursuant to their qualifications;

·      Employs such employees as may be necessary, within the limits of budgetary provisions and subject to the board's approval;

·      Recommends to the board, for final action, the promotion, salary change, demotion, or dismissal of any employee;

·      Prescribes rules for the classification and advancement of students, and for the transfer of students from one building to another in accordance with board policies;

·      Summons employees of the school district to attend such regular and occasional meetings as are necessary to carry out the education program of the school district;

·      Supervises methods of teaching, supervision, and administration in effect in the schools;

·      Attends such conventions and conferences as are necessary to keep informed of the latest educational trends;

·      Accepts responsibility for the general efficiency of the school system, for the development of the employees, and for the educational growth and welfare of the students;

·      Defines educational needs and formulates policies and plans for recommendation to the board;

·      Makes administrative decisions necessary for the proper functioning of the school district;

·      Responsible for scheduling the use of buildings and grounds by all groups and/or organizations;

·      Acts as the purchasing agent for the board, and establishes procedures for the purchase of books, materials and supplies;

·      Approves vacation schedules for employees;

·      Conducts periodic district administration meetings;

·      Performs other duties as may be assigned by the board.

·      Supervises the establishment or modification of the boundaries of school attendance and transportation areas subject to approval of the board; and

·      Directs studies of buildings and sites, taking into consideration population trends and the educational and cultural needs of the district in order to ensure timely decisions by the board and the electorate regarding construction and renovation projects.

This list of duties will not act to limit the board's authority and responsibility over the superintendent.  In executing these duties and others the board may delegate, the superintendent will consider the school district's financial condition as well as the needs of the students in the school district.

Legal Reference:          Iowa Code §§ 279.8, .20, 23A

                                    281 I.A.C. 12.4(4).

Cross Reference:          209.5   Administration in Absence Policy

                                    302.8   Superintendent Consulting/Outside Employment

Adopted:                     01/20/1983

Revised:                      08/19/2002

Reviewed:                   04/17/2023

SUPERINTENDENT EVALUATION

Code No.  302.5

The board will conduct an ongoing evaluation of the superintendent's skills, abilities, and competence.  At a minimum, the board will formally evaluate the superintendent on an annual basis, with comprehensive evaluation to occur at least once every three years.  The goal of the superintendent's formal evaluation is to ensure the education program for the students is carried out, promote growth in effective administrative leadership, clarify the superintendent's role, clarify the immediate priorities of the board, and develop a working relationship between the board and the superintendent. This policy supports and does not preclude the ongoing, informal evaluation of the superintendent's skills, abilities and competence.

The superintendent will be an educational leader who promotes the success of all students by:

• Mission, Vision and Core Values:  Develop, advocate and enact a shared mission, vision, and core values of high-quality education and academic success and well-being of each student.
• Ethics and Professional Norms:  Act ethically and according to professional norms to promote each student’s academic success and well-being.
• Equity and Cultural Responsiveness:  Strive for equity of educational opportunity and culturally responsive practices to promote each student’s academic success and well-being.
• Curriculum, Instruction and Assessment:  Develop and support intellectually rigorous and coherent systems of curriculum, instruction and assessment to promote each student’s academic success and well-being.
• Community Care and Support for Students:  Cultivate an inclusive, caring and supportive school community that promotes the academic success and well-being of each student.
• Professional Capacity of School Personnel:  Develop the professional capacity and practice of school personnel to promote each student’s academic success and well-being.
• Professional Community for Teachers and Staff:  Foster a professional community of teachers and professional staff to promote each student’s academic success and well-being. 
• Meaningful Engagement of Families and Community:  Engage families and the community in meaningful, reciprocal, and mutually beneficial ways to promote each student’s academic success and well-being.
• Operations and Management:  Manage school operations and resources to promote each student’s academic success and well-being.
• School Improvement:  Act as an agent of continuous improvement to promote each student’s academic success and well-being.

The formal evaluation will be based upon the following principles:

·      The evaluation criteria will be in writing, clearly stated and mutually agreed upon by the board and the superintendent.  The criteria will be related to the job description, the Iowa Standards for School Leaders, the school district's goals, and the goals of the administrator’s individual professional development plan;

·      At a minimum, the evaluation process will be conducted annually at a time agreed upon;

·      Each board member will have an opportunity to individually evaluate the superintendent, and these individual evaluations will be compiled into an overall evaluation by the entire board;

·      The superintendent will conduct a self-evaluation prior to discussing the board's evaluation, and the board as a whole will discuss its evaluation with the superintendent;

·      The board may discuss its evaluation of the superintendent in closed session upon a request from the superintendent and if the board determines its discussion in open session will needlessly and irreparably injure the superintendent's reputation; and,

·      The individual evaluation by each board member, if individual board members so desire, will not be reviewed by the superintendent.  Board members are encouraged, however, to communicate their criticisms and concerns to the superintendent in the closed session.  The board president will develop a written summary of the individual evaluations, including both the strengths and the weaknesses of the superintendent, and place it in the superintendent's personnel file to be incorporated into the next cycle of evaluations.

Legal Reference:          Wedergren v. Board of Directors, 307 N.W.2d 12 (Iowa 1981).

                                    Iowa Code §§ 279.8, .20, .23, .23A (2011).

                                    281 I.A.C. 12.3(4).

Cross Reference:          212      Closed Sessions

                                    302      Superintendent

Adopted:                     08/19/2002

Reviewed:                   12/19/2022

Revised:                      12/19/2022

SUPERINTENDENT PROFESSIONAL DEVELOPMENT

Code No.  302.6

The board encourages the superintendent to continue professional growth by being involved in professional organizations, attending conferences, continuing education, and participating in other professional activities.

It is the responsibility of the superintendent to arrange the superintendent's schedule in order to enable attendance at various conferences and events.  If a conference or event requires the superintendent to be absent from the office for more than three days, requires overnight travel, or involves unusual expense, the superintendent will bring it to the attention of the board president prior to attending the event.

The superintendent will report to the board after an event.

Legal Reference:         Iowa Code § 279.8

                                    281 I.A.C. 12.7.

Cross Reference:         303.7   Administrator Professional Development

                                    401.7    Employee Travel Compensation

 

 

Adopted:                     08/19/2002

Reviewed:                   04/17/2023

SUPERINTENDENT CIVIC ACTIVITIES

Code No.  302.7

The board encourages the superintendent to be involved in the school district community by belonging to school district community organizations and attending and participating in school district community activities.

It is the responsibility of the superintendent to become involved in school district community activities and events.  It is within the discretion of the board to pay annual fees for professional organizations and activities.

Legal Reference:         Iowa Code § 279.8

Cross Reference:         302.3   Superintendent Salary and Other Compensation

                                    303.8   Administrator Civic Activities

Adopted:                     08/19/2002

Reviewed:                   02/17/2020

Revised:                      04/17/2023

 

 

SUPERINTENDENT CONSULTING / OUTSIDE EMPLOYMENT

Code No.  302.8

The superintendent is considered a full-time employee.  The board expects the superintendent to give the responsibilities of the position precedence over other employment.  The superintendent may accept consulting or outside employment for pay as long as, in the judgment of the board, the work is conducted on the superintendent's personal time and it does not interfere with the performance of the superintendent's duties.

The board reserves the right, however, to request that the superintendent cease the outside employment as a condition of continued employment.  The board will give the superintendent thirty days notice to cease outside employment.

Legal Reference:         Iowa Code §§ 279.8, .20

Cross Reference:         302.2   Superintendent Contract and Contract Nonrenewal

                                    302.4   Superintendent Duties

Adopted:                     08/19/2002

Reviewed:                   04/17/2023